Three Things to Consider When Planning a Meeting
Meetings can be either a welcomed lifeline for those working on a project or a pitfall of desolation for project productivity. Meetings can be a deterrent to productivity as often as they can be inspiring and productive. With a nod to an article about how to cure dysfunctional meetings by Forbes contributor Michel Theriault, consider these three things to ensure your meetings will lead to project success.
Pick the right time: Meetings aren’t immune to the proverb that says "Timing is everything." Andrew Jensen, a marketing and business consultant, points out in an article on his website that the best day to hold an important meeting is on a Tuesday, Wednesday, or Thursday. Jensen argues that the beginning and end of the week are often shaved off by holidays and employees looking for extended weekends. Even if your employees are present on Mondays and Fridays, they may still be adjusting to the rhythm of the work week on Monday and just going through the motions on Friday.
Jensen says mid-afternoon is the best time to hold the meeting. Early morning meetings will usually be met with groggy eyes and yawns. End of the day meetings will not have the concentration of employees who are already looking forward to their time after work. Lunchtime meetings will mean gurgling stomachs or minds that are sluggish after eating. Need an exact time to hold a meeting with the best results? A study by online scheduling service When Is Good suggests a Tuesday at 3 p.m.
Have a written plan: Make the most of your meetings with a written agenda that lists what will be covered during the meeting and details important aspects or objectives of the meeting. Putting together a plan is not only helpful for allowing attendees to better prepare but also for giving you a clear grasp of the ultimate goal of the meeting. Furthermore, by sending out an agenda prior to the meeting, you can help remind those attending to come prepared and give them a better understanding about what their roles for the meeting will be.
Document the results: Record decisions and actions. Solutions are great, but if they aren’t documented and aggressively managed, the importance of the meeting can be vastly diminished. Additionally, make sure that every action item is clearly assigned and has a definite deadline.
By holding meetings at the right time, having a plan in place, and following through on meeting decisions, a company can ensure that their meetings not only contribute to project productivity but also are more likely to fall into the category of beneficial—not superficial.
Does your company hold effective meetings? Do you think the timing of meetings can affect their results? Are written agendas helpful or unnecessary? Tell us in the comments below.
